Wikimania 2016 bids/Esino Lario/Checklist

Check list for the general management of the projects. Follow up. On each and everything.

OverviewEdit

Area Things to do (who does it, by when) Task list of the team
Bid
Before the end of the bidding process Spring 2014
  • Yes check.svg Done Deciding how to edit the final presentation of Wikimania Esino Lario bid => One page (decided on the mailing list)
  • Yes check.svg Done Editing of the text in one page with links to further documents
  • Yes check.svg Done Adding to the main page the answers to the criteria
  • Yes check.svg Done Adding logo to the main page
  • Yes check.svg Done FAQ session on the website.
  • Yes check.svg Done Prepare advantages and critical points 2015 and 2016 (risk mitigation)
  • Yes check.svg Done Adding the budget
Before the end of the bidding process 15 November 2014
Wikimania 2016 bids/Esino Lario
Program
Before the end of the bidding process
  • Yes check.svg Done Identification of the working team
  • Yes check.svg Done Collecting ideas, proposals and feedback
  • Yes check.svg Done Preparing a general proposal
  • Yes check.svg Done Informing the team about the proposal
  • Yes check.svg Done Collect feedback and editing
After the decision
  • Meeting among the core working team
  • Draft of the call for proposals
  • Meeting among the working team
  • Definitive version of the call for proposals
Documentation and Wikimedia projects
Before the end of the bidding process
  • Yes check.svg Done Photos of all the locations and uploads on Wikimedia Commons (not all).
After the decision
  • Photos of all the locations and uploads on Wikimedia Commons (the mission ones).
  • Session about geography for Esino Lario article (Remulazz)
  • Open Street Map party in Esino Lario
  • Detailed map of the conference locations
Logistics/Venues
Before the end of the bidding process
  • Yes check.svg Done Selection of the locations and consensus with owners and institutions
  • Yes check.svg Done Definition of the size of the main venues according to regulations related to security
  • Yes check.svg Done Hypothesis of side of other rooms
After the decision
  • According to regulations related to security, definition of the precise size of each the conference locations (number of people allowed).
  • Equipment needed for security reason
  • Project for the audio (list of the specific equipment needed for each room and options)
  • Project for the projectors and screens (list of the specific equipment needed for each room and options)
Logistics/Transport
Before the end of the bidding process
  • Yes check.svg Done hypothesis for the transport (flows and possible number of busses)
  • Yes check.svg Done Estimate budget in the proposal
After the decision
  • Checking the price for the trip Varenna-Esino with the regular public transport bus (discrepancy between the price given on the phone and the estimate cost).
  • Estimate budget for transport. List of societies, number of busses and costs (airports-Esino; Varenna-Esino) - for 15 societies, small and large busses and taxis
Logistics/Accommodation
Before the end of the bidding process
  • Yes check.svg Done Template to collect information about the apartments in Esino Lario.
  • Yes check.svg Done Distributing a letter about Wikimania and accommodation to all Esino Lario inhabitants (Tecla and Ester)
  • Yes check.svg Done Collecting data about accommodation (<December 2013)
  • Yes check.svg Done Phone calles to people with apartments who rent them (Catherine)
  • Yes check.svg Done Presenting the project WIkimania Esino Lario in Esino Lario to potential accommodation providers.
  • Yes check.svg Done Collecting data about accommodation (<March 2014)
  • Yes check.svg Done Definition of a manager of the accommodation
  • Yes check.svg Done Upload data about the accommodation in private homes online.
After the decision
  • Specific census of the apartments
  • Triggering the availability of apartments also from people who do not live in Esino Lario.
  • Some images of accommodation in Varenna missing.
  • Detailed census of the accommodation in Varenna and Perledo (also apartments).
Logistics/Food
Before the end of the bidding process
  • Yes check.svg Done Meetings with restaurants and bars in Esino Lario to discuss prices and offers
  • Yes check.svg Done Definition of a food curator.
After the decision
  • Street food; list of festivals and relevant providers. Possibility to come to Esino for the event.
Logistics/Medical assistance
Before the end of the bidding process
  • Yes check.svg Done Checking with the city council how to extend the pharmacy opening hours (the request needs to be officially made in May of the same year when the opening hours of city council pharmacies are notified)
  • Yes check.svg Done Check with the association Soccorso Val d'Esino (availability of volunteers and medical car9
  • Yes check.svg Done Preparing the page of description
After the decision
  • Inform hospitals
  • Booking the ambulance
  • Taking about the event to Protezione Civile
Special events
Before the end of the bidding process
  • Yes check.svg Done Involvement of a person with expertise in events and curatorial work.
  • Yes check.svg Done Involvement of artists and performers.
After the decision
  • Specific definition of the program
Safety
Before the end of the bidding process
  • Yes check.svg Done Involvement of a person with expertise in safety and security regulations.
  • Yes check.svg Done Insurance estimated budget (insurance on attendees)
  • Yes check.svg Done Pre-invoice from an insurance company
  • Yes check.svg Done Involvement of a person with expertise in insurance.
After the decision
  • Checking the insurance system of Comunità montana Valsassina
Visa
Before the end of the bidding process
  • Yes check.svg DoneChecking visa requirements and updating data.
After the decision
  • Talking to Wikimedia CH about visa
Technical
Before the end of the bidding process
  • Yes check.svg Done First contacts with potential sponsors (Frieda)
  • Yes check.svg DoneVisit to Esino Lario (meetings with Stefano Acquistapace)
  • Yes check.svg Done Verify the current status of connectivity, electricity and infrastructures
  • Yes check.svg Done Preparing a presentation page of the current status and how we will implement it
  • Yes check.svg Done Contacting Enel to check the procedure to increment electricity during the event
  • Yes check.svg Done Including gruppo di continuità in the technical budget
  • Yes check.svg Done Defining a potential team of volunteers to provide technical support
After the decision
  • Contacts with potential sponsors - plan A
  • Contacts with B-plan sponsors/providers (Simone)
Registration
Before the end of the bidding process
  • Yes check.svg Done Considering issues which need to be included in the registration process
After the decision
  • Data necessary from the registration process.
Wikimania 2016 bids/Esino Lario/Registration tasks
Budget
Before the end of the bidding process
  • Yes check.svg Done Definition of the estimated budget
  • Yes check.svg Done Discussion about the budget with Wikimedia Italia
After the decision
  • Application forms
Sponsors and fund-raising
Before the end of the bidding process
  • Yes check.svg Done Contacts and conversation with Fondazione Cariplo.
  • Yes check.svg Done Contacts and conversation with the Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera
  • Yes check.svg Done Drafted list of potential grant-makers and sponsors (list of relevant local and national sponsors).
  • Yes check.svg Done Meeting with Provincia di Lecco.
After the decision
  • Application to Fondazione Cariplo (new programs available January 30th)
  • Identification of potential grant-makers and sponsors (full list of relevant local and national sponsors).
  • Meetings with the adjacent municipalities. Varenna, Perledo, Lierna.
  • Meeting with Regione Lombardia.
  • Contact with Camera di Commercio di Lecco to see if it is possible to organize a gathering in Lecco to present the project to potential local sponsors.
Scholarships
Team
Before the end of the bidding process
  • Yes check.svg Done Making an example of biography in the team page
  • Yes check.svg Done Asking people to provide a biography and Wikimania experience
  • Yes check.svg Done Make sure your team has good communication skills in English (not everybody but for those who matter they do)
After the decision
Communication and outreach
Before the end of the bidding process
  • Yes check.svg Done Wikimania Esino Lario mailing list.
  • Yes check.svg Done Conference with presentation of Wikimania Esino Lario 2015 (December 2013).
  • Wikimania Esino Lario bid press communicate.
After the decision
  • Media contact (local media mainly) to present the bid and to invite people interested to show up.
  • Plan of a program of presentations about Wikipedia in schools and the territory.
  • Contact for event in Lecco (support of the library network of the Province of Lecco).
Management
Before the end of the bidding process
  • Yes check.svg Done Meeting with representatives of some association and groups of Esino Lario. The objective is to create a small group of people who can start promote the event and explain it to the people in Esino Lario.
  • Yes check.svg Done Checking the team structure; roles and how to bring the group together in the easiest way.
  • Yes check.svg Done Description of the tasks for each team.
  • Yes check.svg Done Checking potential partnership with Pro Loco Esino Lario for the on-site organization.
After the decision
  • Meeting between Wikimedia Italia and Pro Loco Esino Lario; eventually signed partnership agreement.
  • Meetings between the different groups (in particular "program").
Evaluation
Before the end of the bidding process
  • Yes check.svg Done Defining Wikimania Esino Lario metrics in the feasibility study.
After the decision



NotesEdit